VIRGINIA PORT AUTHORITY PROCUREMENT AND SURPLUS PROPERTY MANUAL

Transcription

1 VIRGINIA PORT AUTHORITY PROCUREMENT AND SURPLUS PROPERTY MANUAL November 2013

2 Contents INTRODUCTION... I-1 CHAPTER ONE: ETHICAL STANDARDS OF CONDUCT SUBJECT: 1.1 Ethics in Procurement CHAPTER TWO: OVERVIEW OF PROCUREMENT POLICIES SUBJECT: 2.1 VPA Procurement SUBJECT: 2.2 VPA Purchasing Authority CHAPTER THREE: STANDARD PROCUREMENT METHODS SUBJECT: 3.1 VPA Supply Room SUBJECT: 3.2 State Contracts and Catalogs SUBJECT: 3.3 Emergency Purchases SUBJECT: 3.5 Proprietary Products SUBJECT: 3.6 Informal Solicitations SUBJECT: 3.7 Formal Bids (IFBs, Competitive Sealed Bids) SUBJECT: 3.8 Competitive Negotiations/Request for Proposals (RFPs) CHAPTER FOUR: SPECIFIC AUTHORIZATIONS AND RULES SUBJECT: 4.1 Advertising, Marketing and Promotional Items SUBJECT: 4.2 Airline Tickets SUBJECT: 4.3 Computer Hardware, Software, Telecommunications & Related Services SUBJECT: 4.4 Services (Professional) SUBJECT: 4.5 Real Estate and Construction CHAPTER FIVE: INTERNAL CONTROLS AND RECORD KEEPING SUBJECT: 5.1 Budgetary Controls SUBJECT: 5.2 Procurement Documentation SUBJECT: 5.3 Purchase Orders SUBJECT: 5.4 Contracts SUBJECT: 5.5 Expenditure Coding SUBJECT: 5.6 Procurement Advertising /Award Notification SUBJECT: 5.7 Receipt of Goods and Services SUBJECT: 5.8 Vendor Invoices, Payments, and Lease Purchases SUBJECT: 5.9 Audit Reviews SUBJECT: 5.10 Freedom of Information Act CHAPTER SIX: OTHER CONSIDERATIONS SUBJECT: 6.1 Debarred Vendors

3 SUBJECT: 6.2 Vendor Insurance, Performance Bonds, Bid Bonds SUBJECT: 6.3 Vendor Performance Monitoring SUBJECT: 6.4 Vendor Appeals, Disputes, and Remedies SUBJECT: 6.5 Surplus/Unclaimed Property APPENDIX A : Forms... 1 Receiving Report Purchase Order Sales and Use Tax Certificate of Exemption Sole Source Justification Memorandum APPENDIX B : Procurement Guidance Table... 3 APPENDIX C : Small Business Subcontracting Plan... 5

4 INTRODUCTION

5 INTRODUCTION The enclosed policies and procedures represent the VPA s adherence to prudent business practices when purchasing goods and services. All purchasing will be done to support the mission of the VPA and will be in the best interest of the Commonwealth of Virginia. The VPA will continue to consider the benefits of established State contracts to procure certain goods and services. VPA management is responsible for determining the appropriate and most desirable source for each procurement. The Virginia Port Authority is a political subdivision of the Commonwealth and is exempt from the provisions of the Virginia Public Procurement Act (VPPA) pursuant to of the Code of Virginia. As a result, VPA is not required to follow the policies and procedures issued by the Department of General Services or other procurement-related agencies, except for transactions involving real estate acquisition. These policies and procedures are designed to ensure fairness and competitiveness in the VPA s procurement of goods and services and have been reviewed and adopted by the VPA s Board of Commissioners. Subsequent changes to the manual will also be reviewed, approved and adopted by the Board of Commissioners. All procurement policies and procedures are under the direction of the VPA Executive Director and CEO. Specifically, this Purchasing Policies and Procedures Manual is intended to guide all VPA procurements and ensure that the VPA: Obtains high quality goods and services at a reasonable cost. Conducts all procurements in a fair and impartial manner, avoiding any impropriety or appearance of impropriety. Seeks competition, consistent with the business needs of the VPA. Allows flexibility in fashioning details of such competition. Provides clear rules, in advance of competition, governing contract awards. Freely exchanges information between purchasers and vendors, inasmuch as such exchange does not negatively affect the business objectives of the VPA, or violate associated confidentiality requirements. Does not arbitrarily or capriciously exclude any qualified vendors and that all vendors have access to public business. This manual provides information to all employees of the VPA as they identify and pursue the procurement of goods and services to fulfill the business needs of the VPA. However, as indicated herein, specific responsibilities and authorities have been defined for purchasing goods and services on behalf of the VPA. All employees are therefore directed to the VPA responsible party, as defined herein, prior to pursuing any procurement. 1

6 Certain procedures and forms referenced in this manual are subject to change. In cases where this manual appears to contradict instructions on forms or other materials, the policies and procedures documented herein will take precedence. The Director of Contracts & Real Estate, and his/her staff in the VPA Purchasing Department, are available to assist in any purchasing activity, and to interpret and apply these policies and procedures. 2

7 CHAPTER ONE: ETHICAL STANDARDS OF CONDUCT

8 CHAPTER ONE: SUBJECT: POLICY: ETHICAL STANDARDS OF CONDUCT 1.1 Ethics in Procurement It is important that VPA employees conducting procurements on behalf of the VPA avoid improprieties, as well as the appearance of such improprieties. The integrity and credibility of the procurement program requires VPA employees to be impartial, fair and free of any relationships that may cause them to be unduly partial to any vendor or product. It is up to each individual to ensure they do not violate the spirit of procurement ethics. PROCEDURES: Procurement ethics will always include, but may not be limited (depending on the circumstances) to, the following considerations. 1. Legitimate Business Need. The procurement of goods and services will be limited to those necessary to the operation and mission of the VPA, and its business interests. 2. Conflicts of Interest. A VPA employee is prohibited from participating in a procurement transaction if he/she (or in some cases his/her spouse or family) has an interest in the potential vendor s business. 3. Gifts. No VPA employee having official responsibility 1 for a procurement transaction 2 shall solicit, demand, accept, or agree to accept from a bidder, offeror, contractor, or subcontractor, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised. 4. Disclosure of Subsequent Employment. Any VPA employee having official responsibility for a procurement transaction who accepts employment with a bidder, offeror, or contractor with whom he/she has dealt in any official capacity, must provide written notice to the VPA of his/her intention to accept such employment. 5. Kickbacks. Kickbacks involve getting something of value from a bidder, offeror, contractor, or subcontractor in an attempt to influence the award of business and are prohibited. 1-1

9 6. Misrepresentations. Any VPA employee having official responsibility for a procurement transaction is prohibited from knowingly falsifying, concealing or misrepresenting material facts concerning a procurement. 7. Insufficient Authorization. No employee shall obligate the VPA without having received prior written authorization from an approved official. To do so is a misrepresentation of authority. Any questions regarding the above or other procurement ethics issues, or the interpretation thereof, should be directed to the Chief Financial Officer (CFO) & Treasurer. The willful violation of any of the above provisions may lead to disciplinary and/or legal actions. 1 Official responsibility - means administrative or operating authority, whether intermediate or final, to initiate, approve, disapprove or otherwise affect a procurement transaction, or any claim resulting there from. 2 Procurement transaction - means all functions that pertain to the obtaining of any goods, services or construction, including description of requirements, selection and solicitation of sources, preparation and award of contract, and all phases of contract administration. 1-2

10 CHAPTER TWO: OVERVIEW OF PROCUREMENT POLICIES

11 CHAPTER TWO: SUBJECT: POLICY: OVERVIEW OF PROCUREMENT POLICIES 2.1 VPA Procurement Subject to review and approval by the Board of Commissioners, the Executive Director will have overall responsibility for developing, interpreting and enforcing all VPA purchasing policies and procedures. The Executive Director shall have the authority to designate Contracting Officer Representatives (CORs) to review, interpret and approve contracts and other procurement documents relating to the VPA. Approval from the COR s will be required prior to pursuing the purchase of goods and services on behalf of the VPA. PROCEDURES: 1. Procurements over $1,000,000 require approval by the Board through resolution prior to signing of the contract. The Chairman of the Board and the Chairman of the Finance Committee may authorize a procurement over $1,000,000 on behalf of the full Board. The Board hereby designates final authorization for all procurements $1,000,000 or less to the Executive Director. The Board of Commissioners will have final authorization for all procurements greater than $1,000,000. The Executive Director may designate final authorization for all procurements of $100,000 or less to selected CORs. 2. The Executive Director is the VPA s Contracting Officer and will have overall responsibility for the review, interpretation and approval of all contracts and other procurement documents relating to the VPA. 3. The requestor will obtain approval from the Director of Finance, or his designee(s), stating that funds are available PRIOR to the issuance of any contract or purchase order for goods or services (not paid by Small Purchasing Charge card) by any employee of VPA to ensure adequate funding is available. 4. The Director of Contracts & Real Estate will maintain the Procurement and Surplus Property Manual, issuing updates or amendments as necessary and approved by the Executive Director and adopted by the VPA Board of Commissioners, and will provide electronic copies and changes of the Manual to VPA Department Directors and other parties as appropriate and necessary. 2-1

12 5. The Director of Contracts and Real Estate will maintain guidelines regarding the utilization of Small, Women-Owned, and Minority-Owned (SWAM) contractors, the SWAM Purchasing Plan, a supplement to the Purchasing Policies and Procedures Manual, issuing updates or amendments as necessary and approved by the Executive Director, and will provide copies of the guidelines to VPA Department Directors and other parties as appropriate and necessary. 6. The VPA Purchasing Department will provide and/or coordinate training to Department Directors and staff members as necessary to ensure continued compliance with VPA policies and adherence to sound procurement practices. 7. The VPA Finance Department will ensure that payments for goods and services (or credits due) are processed timely, and in accordance with all VPA policies and procedures. 8. The placement of multiple orders (order splitting) within other than a reasonable time period to one or more vendors for the same, like or related goods and services in order to avoid using the appropriate method of procurement, or to remain within the delegated purchasing authority, is prohibited. 9. The VPA Finance Department will coordinate any inquiries, reviews, or audits which may be requested and conducted from time to time by the Board of Commissioners. 10. The CFO & Treasurer, must be advised of, and will coordinate, all vendor disputes, appeals and resolutions. 2-2

13 SUBJECT: POLICY: 2.2 VPA Purchasing Authority The Executive Director and his CORs will have the authority to procure items on behalf of VPA. CORs include the CFO & Treasurer, Director of Contracts and Real Estate, and the Procurement Manager. Such representatives will be given the authority to procure items on behalf of the VPA and/or to designate certain individuals as having the authority to procure items on behalf of the VPA, as outlined by this Manual. The Director of Contracts and Real Estate authorizes individuals to procure items on behalf of the VPA using the VPA Corporate Small Purchase Charge Card (VPASPCC). VPASPCC procedures are outlined in the VPA SPCC Manual. PROCEDURES: 1. As a COR, the Procurement Manager may review and approve purchases under $50,000. A. Procurement Manager: i. The Procurement Manager shall perform purchasing activities as directed by the Director of Contracts & Real Estate in accordance with this Manual and other purchasing guidelines. The Procurement Manager shall approve and issue purchase orders for all purchases under $50,000, obtaining additional authorizations as necessary, and maintaining documentation as specified herein. No purchases shall be made by any other employee unless specifically coordinated and authorized by the Executive Director. ii. iii. The Procurement Manager shall maintain knowledge of various categories of supplies, services and contractors used by VPA so as to better understand and satisfy user requirements. The Procurement Manager shall be a liaison with current vendors and monitor market conditions, while searching for new sources in order to enhance the competitive environment. iv. The Procurement Manager will be responsible for producing and maintaining certain procurement documentation, as prescribed herein including a listing of all purchase orders issued to date. All such 2-3

14 documentation shall be made available for review or retention as directed by the Director of Contracts & Real Estate. 2. As a COR, the Director of Contracts & Real Estate, shall coordinate solicitations and prepare and review documentation for all purchases of $50,000 or more. The CFO & Treasurer or the Director of Contracts & Real Estate shall approve all purchases $100,000 or less. A Director of Contracts & Real Estate: i. The Director of Contracts & Real Estate shall prepare and review procurement documents for purchases $50,000 or more in accordance with this Manual and other purchasing guidelines. The Director of Contracts & Real Estate shall coordinate all formal solicitations, obtain authorizations as necessary, and maintain documentation as specified herein. No procurement document review shall be made by any other employee unless specifically coordinated and authorized by the Executive Director or CFO & Treasurer. ii. iii. iv. Prior to executing any contract $50,000 or more, the Director of Contracts & Real Estate shall certify that procedures and documentation required by this Manual are complete. The Director of Contracts & Real Estate shall maintain knowledge of various categories of supplies, services and contractors used by VPA, so as to better understand and satisfy user requirements. The Director of Contracts & Real Estate will be responsible for producing and maintain certain procurement documentation, as prescribed herein. All such documentation with the exception of vendors information identified as trade secret or confidential shall be made available for review or retention. 2-4

15 CHAPTER THREE: STANDARD PROCUREMENT METHODS

16 CHAPTER THREE: STANDARD PROCUREMENT METHODS SUBJECT: POLICY: 3.1 VPA Supply Room The Procurement Clerk will maintain a Supply Room, which contains an adequate supply of commonly used materials and items which departments may utilize for VPA business purposes. The Supply Room should be considered the first source for such items. PROCEDURES: 1. The Procurement Clerk will establish a list of materials and items to be maintained, and the target stock levels for each item to be stored in the Supply Room. 2. The Procurement Clerk will procure supplies to maintain stock in accordance with the procurement guidelines for such items, as defined herein. 3. VPA staff are encouraged to check the Supply Room when commonly used items and materials are needed in their department, and to utilize such items if available. 4. If required items are not stocked, or are out-of-stock, VPA staff should notify the Procurement Clerk before procuring the items through other methods. 3-1

17 SUBJECT: POLICY: 3.2 State Contracts and Catalogs Although not considered mandatory, the VPA encourages use of State contracts and catalogs when required goods or services can be readily obtained through the contracts/catalogs in a cost effective, timely and efficient manner. PROCEDURES: 1. The Procurement Clerk will place the majority of supply orders through eva (Commonwealth of Virginia electronic procurement system) utilizing state contracts and catalogs available on the website. Cost comparisons will be conducted to ensure the agency is receiving competitive pricing. When using eva is not beneficial to the mission of the agency or the requested good/service is not available, the Procurement Clerk will contact the vendor directly to place the requested order. 2. Goods and services obtained through eva are purchased with a VPA corporate credit card issued to the Procurement Clerk. Orders for goods and services over the credit card limit are obtained by completing a Purchase Order and obtaining required signature authorizations, or the Charge Card Program Administrator may request a temporary increase in the charge card limit 3. If not using the small purchase charge card, the Procurement Manager will assign a Purchase Order and forward the original document to the Finance Department for retention until the invoice arrives. 4. The Procurement Manager will provide a copy of the Purchase Order to the end user who forwards a copy of the fully approved PO to the vendor. 5. When the order arrives, the requestor matches the packing ticket to the PO. Notify vendor immediately if there are any discrepancies. 6. When the invoice is received by Finance, the requestor is contacted for the receiving report, packing ticket and associated PO which are forwarded to Finance for payment. Finance contacts the requestor if there are any discrepancies with the associated documents. 7. If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction. 3-2

18 SUBJECT: POLICY: 3.3 Emergency Purchases To be considered an emergency for purchasing reasons, a situation must exist which is likely to: Endanger life or property Cause injury to any person or property Cause cessation of essential services, operations, or functions of the VPA Cause financial loss or risk of loss to the VPA Cause non-performance of any duty or obligation of the VPA imposed by law or contract Emergency purchases typically require justification and authorization by the Executive Director, or his CORs. Authorization of an Emergency Purchase indicates that in management s judgment, the benefits of an immediate and direct purchase of goods or services outweigh the drawbacks of limited competition. PROCEDURES: 1. If an emergency purchase is deemed necessary, provide the necessary documentation in Memorandum format (for purchases of $10,000 or more), and obtain required authorizing signatures. If the emergency is likely to endanger life or property, cause injury to any person or property, or cause cessation of essential services, operations, or functions of the VPA, the Memorandum may be completed after the fact. 2. If practical and time permits, competition should be sought through informal solicitations or oral quotes or otherwise before issuing a Purchase Order. If competition is not practical, utilize the most direct and least time-consuming method to procure the goods and services. Typically this will be issuance of a Purchase Order, or issuance of a contract. 3. Depending on the method of procurement selected in step 2, all subsequent steps in the applicable process should be completed. Declaring an Emergency Purchase does not relieve the purchaser from completing all necessary procurement documentation or obtaining necessary authorization signatures. 3-3

19 SUBJECT: POLICY: 3.4 Sole Source A purchase of goods or services, such as research services, may be considered sole source if there is only one source practicably available. Note: Sole source must not be confused with proprietary purchases; the latter being one where only a specific brand, make, or model is acceptable, but it can be obtained from several sources (e.g. dealers, resellers, distributors). Sole source purchases typically require justification and authorization by the Executive Director or his CORs. Authorization of a sole source indicates that in management s judgment no other viable sources are practicably available who can supply the required good or service in a timely manner. PROCEDURES: 1. If a sole source is deemed necessary, provide the completed sole source justification in Memorandum format (for purchases of $10,000 or more), complete a Purchase Order and obtain required authorizing signatures. 2. Forward a copy of the approved PO to the vendor and maintain a copy for your files. 3. When the order arrives, match the packing ticket to the PO. Notify vendor immediately if there are any discrepancies. 4. When the invoice is received by Finance, the requestor is contacted for the Receiving Report, packing ticket and associated PO which are submitted to Finance for payment. 5. If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction. 3-4

20 SUBJECT: POLICY: 3.5 Proprietary Products Proprietary purchases involve goods where only specific brands, makes or models are acceptable, but they can be obtained from several sources (e.g. dealers, sellers, distributors). Rarely do proprietary purchases involve services. If only one source is available, it is considered a Sole Source Purchase (see Section 3.4). PROCEDURES: 1. If a proprietary product is deemed necessary, clearly and completely document the specifications for all potential suppliers. Contact the Procurement Department if assistance is needed. 2. For purchases of $10,000 or more, competition should be solicited through informal solicitations (3), formal bids, RFPs or otherwise before issuing a Purchase Order. The procurement levels, methods, and authorizations outlined in Chapter 3 define the appropriate methods and authorizations. 3. Depending on the method of procurement selected in Step 2, all subsequent steps in the applicable process should be completed. Declaring a Proprietary Product does not relieve the purchaser from completing all necessary procurement documentation or obtaining necessary authorization signatures. 3-5

21 SUBJECT: POLICY: 3.6 Informal Solicitations Informal solicitations are an efficient method for introducing limited competition into the procurement process. This method is used after approval from the Finance Department that funds are available and when the goods or services are estimated to cost between $10,000 - $100,000. They are likely the quickest way to obtain goods and services competitively, but cannot be utilized in every case. For the procurement of Professional Services see section 4.4 of this manual. PROCEDURES: 1. Define the goods or services in sufficient detail to be able to communicate the need verbally or in brief written form to potential suppliers. If specifications are too detailed or complex to be communicated verbally or on a few written pages, it is likely that a more formal process should be followed. 2. In addition to the procedures below, follow the procedures outlined in the SWAM Purchasing Plan to encourage the use of SWAM vendors. 3. Forward details of the desired commodity or service, either verbally, by facsimile, or by mail to at least three (3) potential suppliers. Provide all suppliers a reasonable and identical period of time (e.g. by C.O.B. Friday) to provide a response. 4. Document the supplier responses using the standard Bid Tabulation Sheet (for Bid Solicitations) or Scoring Sheet (for Negotiated Solicitations). Additional information provided by the suppliers should be attached as supporting documentation. Determine if the response will indeed fulfill the need and if the vendor is reasonably capable of delivering ( responsive and responsible ). 5. Bid solicitations will be awarded to the lowest-cost, responsive and responsible bidder. Negotiated solicitations will be awarded based on evaluation criteria scoring and negotiation. 6. Complete a Purchase Order for the selected vendor and obtain required authorizing signatures. 7. Forward a copy of the approved PO to the vendor. 8. When the order arrives, match the packing ticket to the PO. Notify vendor immediately if there are any discrepancies. 3-6

22 9. When the invoice is received by Finance, the requestor is contacted for the Receiving Report, packing ticket and associated PO which are submitted to Finance for payment. 10. If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction. 3-7

23 SUBJECT: POLICY: 3.7 Formal Bids (IFBs, Competitive Sealed Bids) Formal bids also referred to as Invitation For Bids and Competitive Sealed Bids are used to introduce open competition into the procurement process and are used after the Director of Finance approves that funds are available and when the total expenditure level is $100,000 or more. All Formal bids shall be conducted by the Procurement Department. Specifications (or Scope of Work) form the backbone of good formal bid procurements. Specifications must be: Sufficiently complete to ensure VPA needs are adequately met. Broad enough to ensure competition. Drawn to reflect the procurement needs of VPA, rather than favor a particular vendor. If specifications or scope of work cannot be written to: (i) completely define the needs; (ii) permit open competition; or (iii) if quality and concept factors outweigh price factors, the competitive negotiation procurement method should be used (see Section 3.8). Competition is considered impractical and not necessary for purchases from the Federal government, other states and their agencies or institutions, and public bodies. PROCEDURES: 1. Define the construction, goods or non-professional services in sufficient detail to be able to communicate the need in written form (IFB) to potential bidders. The IFB should include a copy of Terms and Conditions for multi-party contracts. 2. In addition to the procedures below, follow the procedures outlined in the SWAM Purchasing Plan to encourage the use of SWAM vendors. 3. Advertise in a paper of general circulation in the area of the project and on the Commonwealth of Virginia s e- commerce website (eva). 4. Optionally, schedule and conduct a pre-bid conference for all interested bidders if the procurement is unusually large and/or complex. 3-8

24 5. Any changes or clarifications that are identified subsequent to notification of the IFB must be made in writing in the form of an addendum, and provided to all interested bidders. 6. Formal bids must be sealed when received. Bids will be opened in public to avoid the appearance of any impropriety. After receiving and opening the bidder s responses, the selection process shall begin to determine the lowest-cost responsive and responsible bid. The evaluation includes determining if the bid will indeed fulfill the specifications and if the bidder is reasonably capable of delivering ( responsive and responsible ). Bidder references may also be requested and contacted. 7. For procurements involving both goods and services, it will be considered a service procurement if the estimated cost of labor is more than 50% of the total purchase price. The Director of Human Resources must authorize all staff augmentation ( temporary staff ) services regardless of expenditure level or procurement method. 8. Award will be made to the lowest-cost, responsive and responsible bidder. Negotiations of price with the lowest-cost, responsive and responsible bidder are not allowed, unless all bids exceed the total funds available. 9. Complete a Purchase Order or Multi-party Contract (contact Finance Department) for the selected contractor and obtain required authorizing signatures. 10. Forward the PO /Contract to the contractor. For contracts, obtain contractor s countersignature. 11. When the order arrives, match the packing ticket to the PO. Notify contractor immediately if there are any discrepancies. 12. When the invoice is received by Finance, the requestor is contacted for the Receiving Report, packing ticket and associated PO which are submitted to Finance for payment If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction 3-9

25 SUBJECT: POLICY: 3.8 Competitive Negotiations/Request for Proposals (RFPs) If specifications or scope of work cannot be written to: (i) completely define the needs; (ii) permit open competition; or (iii) if performance and solution based factors outweigh price factors, the competitive negotiation procurement method should be used to procure needed goods and services. While written specifications must be developed, additional discussions, clarifications, and negotiations are usually expected as a result of the Request for Proposals (RFPs). This method is used when the total expenditure level is $100,000 or more. All Competitive Negotiations/Requests for Proposals (RFPs) shall be conducted by the Procurement Department. For the procurement of Professional Services see section 4.4 of this manual. Competition is considered impractical and unnecessary for purchases from the Federal government, other states and their agencies or institutions, and public bodies. PROCEDURES: 1. Define the construction, goods or services in sufficient detail to be able to communicate the need in written form (RFP) to potential offerors. The RFP should include a copy of Terms and Conditions for multi-party contracts. 2. In addition to the procedures below, follow the procedures outlined in the SWAM Purchasing Plan to encourage the use of SWAM vendors. 3. Advertise in a paper of general circulation in the area of the project and on the Commonwealth of Virginia s e-commerce website (eva). 4. Provide all offerors a reasonable and identical period of time (e.g. no less than 15 days from date of issuance) to provide a written quote. 5. Optionally, schedule and conduct a pre-proposal conference for all interested offerors if the procurement is unusually large and/or complex. 6. Any changes or clarifications, which are identified subsequent to issuance of the RFP must be made in writing in the form of an addendum, and posted to eva. 3-10

26 7. Prior to receiving proposals, the criteria to be used to evaluate the responses and select a contractor must be agreed to by the Selection Board, and incorporated into the RFP. Such Board shall consist of the Director of Contracts and Real Estate, and other persons deemed appropriate for the particular procurement in question. Typically this will involve specific categories, weighted to reflect the selection team s priorities, such as: (i) proposed solution/approach for meeting VPAs needs; (ii) qualifications of contractor/staff; (iii) plan and schedule; (iv) prior experience and references 1 ; and (v) cost After receiving the offeror responses, the Selection Board shall begin the evaluation process. This includes analyzing offeror proposals relative to the published evaluation/award criteria. At the option of the Selection Board, oral presentations may be conducted. Award will not necessarily be made to the lowest-cost, responsive and responsible offeror. Negotiations of price are allowed, and should be considered along with more qualitative criteria. The other offerors may be notified, but public proposal openings are not required. 9. Upon conclusion of the evaluation and negotiation process, the Selection Board shall recommend a vendor for the award to the Executive Director. 10. For procurements involving both goods and services, it will be considered a service procurement if the estimated cost of labor is more than 50% of the total purchase price. The Director of Human Resources must authorize all staff augmentation ( temporary staff ) services regardless of expenditure level or procurement method. 11. The Director of Contracts and Real Estate shall complete a Contract for the selected contractor, obtain required authorizing signatures and assign a Contract Administrator (see Section 5.4.4). 12. Forward the Contract to the contractor to obtain contractor s counter-signature. 13. When the order arrives or services are received, the Contract Administrator shall match the packing ticket or other documentation to the contract. Notify contractor immediately if there are any discrepancies. 14. When the invoice is received by Finance, the requestor is contacted for the Receiving Report, packing ticket and associated documentation which are submitted to Finance for payment. 3-11

27 15. If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction. 1 2 If reference checks are required by the evaluation criteria, then the evaluation committee must contact the references for each Offeror. A written questionnaire identifying the reference and questions to be asked should be developed. A brief summary of the answers will be recorded on the form and become a part of the file. The lowest price shall be scored the maximum number of evaluation points for price. The lowest price is then divided by each of the higher Offeror s proposed price in turn. The quotient is then multiplied by the points assigned for price to equal the evaluation points to be assigned to each higher price proposal. Lowest Price Offered = % Factor x Maximum Available Points = Points Assigned Price of Offer being Evaluated 3-12

28 CHAPTER FOUR: SPECIFIC AUTHORIZATIONS AND RULES

29 CHAPTER FOUR: SPECIFIC AUTHORIZATIONS AND RULES SUBJECT: POLICY: 4.1 Advertising, Marketing and Promotional Items Advertising, marketing and promotion is central to the mission of the VPA. As such, the procurement of goods and services to support such functions can vary widely, and are often obtained in combination with specific projects and events. The VPA intends to promote and utilize competition to its advantage, and will strive to obtain bids or offers for such goods and services through alternative sources and methods wherever possible and practical. 4-1

30 SUBJECT: 4.2 Airline Tickets POLICY: Policies and procedures for arranging and purchasing airline tickets for business purposes by VPA employees is described in the State Travel Regulations, topic

31 SUBJECT: 4.3 Computer Hardware, Software, Telecommunications & Related Services POLICY: VPA outsourced its Information Technology Services Department to its operating affiliate, Virginia International Terminal, LLC (VIT). All computer hardware, software, telecommunications and related services are obtained through VIT. If a department identifies a need for computer hardware, software, telecommunications and/or related services it must contact VIT, which shall evaluate the need, identify the potential products/sources, select the appropriate procurement method, initiate the required documentation, obtain expenditure authorization from the Finance Department, place the order, receive and inspect the items, and review all appropriate documentation necessary for payment and in accordance with its contract with VPA. In addition, VPA recognizes the value of establishing ongoing business relationships with vendors and manufacturers. As a result, VPA will seek to establish term contracts to provide consistent and reliable sources of computer products and services On-line services are considered computer-related, and as such will be procured following the guidelines established in this section. Requests for telecommunication services and/or maintenance be directed to VIT which will maintain a record of all requests and take the necessary action to ensure the service and/or maintenance has been addressed. 4-3

32 SUBJECT: 4.4 Services (Professional) POLICY: Professional services includes, but is not limited to, work which must be performed by an entity licensed in the practice of accounting, actuarial, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy, or professional engineering. For procurements involving both goods and services, it will be considered a service procurement if the estimated cost of labor is more than 50% of the total purchase price. Soliciting professional services differs from other services, in that costs or man-hour estimates should not be obtained during the initial solicitation. PROCEDURES: The following specifies the procedures for the procurement of services (Professional), which are in accordance with the procedures as set out in the VPA capital outlay manual approved by the Division of Engineering and Buildings. For Procurement of Professional Services which are less than $10,000: (1) Purchasing from Small, Woman and Minority (SWaM) vendors is required if available and fee for service is reasonable. (2) Select a firm or professional from a list of firms/professionals who are qualified to render the required service. (3) As needed, conduct a telephone or personal interview with the firm/professional to determine availability and capability for the required service. (4) Negotiate fee for service. For Procurement of Professional Services which are between $10,000 and $100,000: (1) Purchasing from Small, Woman and Minority (SWaM) vendors is required if available and fee for service is reasonable. (2) Communicate needs to at least three (3) potential firms/professionals who are qualified to render the required service. Provide with a reasonable and identical period of time to respond. (3) Rank based on qualifications and experience. (4) Negotiate with firm/professional ranked first to establish a fee. If unable to reach agreement, the VPA may proceed to negotiate with each subsequent ranked firm/professional until a satisfactory agreement is reached. For Procurement of Professional Services which are over $100,000: (1) Advertise in a newspaper of general circulation in the area of the project and on the Commonwealth of Virginia s e-commerce website ( eva). (2) Issue an RFP to those firms/professionals selected as qualified which indicates in general terms the nature of the project and services sought; however, the RFP will not call for Offerors to furnish estimates of man-hours, labor rates, or other costs for services. (3) Interview the top-ranked firms/professionals who are deemed to be fully qualified, responsible, and suitable on the basis of their responses and rank in order as suited for the required services. 4-4

33 (4) Negotiate with the firm/professional ranked first to establish a fee. If the parties cannot reach agreement, the negotiations shall be formally terminated in writing. The VPA may then proceed to negotiate with each subsequent ranked firm/professional until a satisfactory agreement is reached. (5) Solicitations shall include a requirement for Small Business Subcontracting Plan (See Appendix C). 4-5

34 SUBJECT: 4.5 Real Estate and Construction POLICY: The VPA Executive Director, CFO & Treasurer or the Director of Contracts and Real Estate, will be responsible for reviewing and approving all contracts for real estate or construction services. Real Estate acquisitions require adherence to Section of the Code of Virginia and the DGS Real Property Management Manual. No other contracts or services should be established or ordered directly by any department. Please refer to the Virginia Port Authority Capital Outlay Manual for policies and procedures related to Construction contracts and the DGS, Division of Real Estate Services Policies and Procedures for Real Estate Contracts. 4-6

35 CHAPTER FIVE: INTERNAL CONTROLS AND RECORD KEEPING

36 CHAPTER FIVE: SUBJECT: POLICY: INTERNAL CONTROLS AND RECORD KEEPING 5.1 Budgetary Controls Budgetary control is essential to the procurement process at the VPA. All departments must prepare and submit a budget request each fiscal year which includes, among other items, the projected expenditure levels for procurement of goods and services. The budget should further define major procurements, which are to be obtained during the course of the year. The request will be reviewed by the Executive Director and the Director of Finance, and either approved, or revised and approved, as part of the overall VPA budgeting process. Before any department processes an order for goods and services, the Finance Department must ensure that proper funds are available (based on the available budget) to support the payment for such items. Currently, the VPA accounting records reflect the expenditure of those funds once the items are received, to ensure subsequent purchases do not result in an over-expenditure of the budget. As the VPA accounting systems evolve, an encumbrance of funds will be processed when an order is placed for goods or services. This will assist management in determining more accurately the level of available budget funds, since both those items received and paid for, as well as those items ordered but not yet paid for, will be reflected in the current budget reports. PROCEDURES: 1. The Department Directors and their respective staff should participate in the preparation of the overall department budget, and submit such budget to the Finance Department for review, revision, approval and potential amendment. 2. The Finance Department will establish the approved budget in the VPA financial systems and will produce monthly reports showing the budget, less expenditures (payments), and remaining (unexpended) funds. 3. Before authorizing any purchase, the responsible person (depending on the expenditure level and procurement method, see Chapter 2) must ensure that budget funds are available. This must be done regardless of the amount of the expenditure. 5-1

37 4. If funds are available, and all other purchasing procedures have been complied with, the procurement may be authorized and forwarded to the supplier. 5. Once the goods/services are received, and the associated invoice is processed for payment by the Finance Department, the subsequent monthly expenditure and budget reports will reflect a decrease in level of remaining (unexpended) funds. 5-2

38 SUBJECT: POLICY: 5.2 Procurement Documentation Producing and maintaining adequate documentation of all purchasing activity is another essential element of internal controls within the VPA. The documentation prescribed by this manual will be maintained in all instances. Chapters 3 and 4 specify the documentation to be produced, depending on the type of goods or services being procured, the level of the expenditure, and the procurement method utilized. The individual departments will be responsible for initiating the majority of such documentation. Unless specified otherwise, the original of all key procurement documents will be forwarded to the Finance Department as prescribed herein (see Chapter 3) and will be retained by the Finance Department for an appropriate period of time, in accordance with requirements established by the State Library. In 2009, VPA implemented a Document Management System. Pursuant to the Code of Virginia , 491, 495, 496 procurement documentation referenced in this manual may be produced, submitted, approved and retained in electronic format. 5-3

39 SUBJECT: POLICY: 5.3 Purchase Orders Purchase Orders (POs) will be prepared for nearly all purchasing transactions of $10,000 or more (exceptions include small purchase charge card transactions, internal check requests and procurements established by contract). Changes to purchase orders must obtain approvals as if originally submitted. PROCEDURES: 1. Complete a Purchase Order form for the desired transaction. 2. Obtain the necessary department head approval and forward to Finance for budget approval. 3. Finance will forward the PO to Procurement for final approval.. 4. Procurement Manager will forward the approved PO to Finance for retention, and to the requestor to forward to the vendor. 5. When the order arrives, match the packing ticket to the PO. Notify vendor immediately if there are any discrepancies. 6. When the invoice is received by Finance, the requestor is contacted for the Receiving Report, packing ticket and associated PO which are submitted to Finance for payment.. 7. If the documentation is correct, the Finance Department generates payment. If any discrepancies are found, the documentation is returned to the requestor for correction. 5-4

40 SUBJECT: POLICY: 5.4 Contracts A multi-party contract (typically two party-vendor and VPA) will be established for all procurements resulting from competitive negotiations or bids in which the total expenditure is $100,000 or more per annum. An exception is the purchase of goods or services from established State Contracts, which do not require a separate contract to be established by the VPA or Informal Solicitations between $50,000 - $100,000. The contract will include Terms and Conditions as a basis, and will include all specifications, RFP/IFBs, vendor proposals and the like, as attachments where appropriate. The actual expenditure of funds against the contract will be authorized by the issuance of related vendor invoices and a properly authorized Receiving Report. PROCEDURES: 1. Contact the Director of Contracts & Real Estate before issuing any formal solicitations (IFBs, RFPs). 2. If the Director of Contracts & Real Estate determines a contract will be required, assistance will be provided to ensure the solicitation documents and procurement process provide the necessary information and steps. 3. If the Director of Contracts & Real Estate determines a contract is not necessary (i.e. only a purchase order will be issued), he/she will contact the requestor of the decision. 4. Contract Administration The Director of Contracts & Real Estate shall either serve as the Contract Administrator or appoint, in writing, a Contract Administrator for every Contract entered into. Generally, the appointee, if any, will be the Director of the Division or Department requesting and overseeing the receipt of goods and services. In the case of construction or A/E contracts, the appointee, if any, will typically be the Chief Engineer. In the case of computer or computer- related contracts, the appointee, if any, will typically be the CFO & Treasurer. In no instance may an appointee re-delegate his or her Contract Administration assignment without the written approval of the Executive Director. The written delegation shall include a list of the responsibilities of the Contract Administrator for the particular contract assigned. Generally, the duties of the Contract Administrator will include, but are not limited to, the following: 5-5

41 Verification that the services or items procured meet the terms and requirements of the Contract prior to approving payment Maintenance of a written list of completed deliverables and contract items outstanding Monitoring of the Contract costs and payments to insure that they conform to, and do not exceed, the Contract Notifying the Director of Contracts & Real Estate of any vendor or contractor performance issue 5. Contract Amendments Once a Contract has been established, and, if afterwards it is determined there is a need to revise any of the terms and conditions of the Contract, the revisions shall be made via Contract Amendment. Provide the necessary documentation in Memorandum format, and obtain required authorizing signatures The Director of Contracts and Real Estate will provide the assistance necessary to ensure the Amendment process is completed 5-6

42 SUBJECT: POLICY: 5.5 Expenditure Coding All VPA purchasing transactions will be coded to ensure the appropriate department and cost center budgets are reduced accordingly. Further, the Finance Department should designate the applicable expenditure code for the purchase, which indicates the type of goods or services being acquired. The Finance Department shall maintain the list of all valid department and cost center codes and expenditure codes. The Finance Department will be responsible for assigning the appropriate code from the standard code tables, and entering them on the applicable Purchase Orders and Receiving Reports. The Finance Department will be responsible for ensuring that any purchases of Fixed Assets will be identified, and the Finance Department will be responsible for properly recording the transaction on VPA's financial records. A Fixed Asset is defined as: Fixed Asset: A tangible or intangible Item with a cost of $5,000 or more and a life expectancy of more than two (2) years. All costs directly related to the acquisition of a fixed asset (i.e. freight, installation) should be included in the computation of the total costs. 5-7

43 SUBJECT: POLICY: 5.6 Procurement Advertising /Award Notification VPA shall advertise procurement solicitations which exceed $100,000 in appropriate newspapers of general circulation. Such solicitations shall also be posted on eva. Notice of award decisions that exceed $100,000 shall also be publicly posted. The Director of Contracts and Real Estate should be notified of all such procurements, and will assist the requesting department to place the advertisements and notices. The Director of Contracts and Real Estate will also maintain a list of all such procurements and awards, and will provide the list (for review) to interested parties. Regardless of whether the VPA places such notices, the solicitation and award of business using public funds, regardless of the level of expenditure or type of good and service, is subject to the Freedom of Information Act (see Section 5.10). 5-8